Palliative Care @ Home Project Administrator Job Description 1. Job Details Job Title: Palliative Care @ Home Project Administrator Location: The Haven Centre, Blantyre Health Centre Hours: Full Time (37.5hrs per week) Grade: AFC Band 4 (quivalent) 18,152-21,798 Term: Initial fixed term contract to 31 st March 2013 Accountable to: Haven Manager & Care @ Home Project Board Professional responsibility: Haven Manager & Care @ Home Project Board 2. Job Purpose The Project Administrator will develop and deliver comprehensive administrative support to the Palliative Care @ Home service which provides information, emotional and psychosocial support to clients affected by life limiting illnesses, and to their family members and carers, within their own homes. The post holder will work under the direction of the Palliative Care @ Home co-ordinator to develop and deliver administrative systems to ensure efficient and effective record keeping, reporting, monitoring and evaluation of this innovative new service. The Project Administrator will be a key point of contact for project staff, clients and families and be an essential link to partner organisations and wider stakeholders within health and social care organisations. It is essential that the post holder is highly proficient in MS Office packages and, in particular, is experienced and effective in establishing, developing and utilising Access and xcel databases. xcellent verbal and written communication skills are also essential, as is the ability to work autonomously and to use own initiative to independently resolve day to day challenges. 3. Organisational Position
The post holder will be employed by The Haven Caring, Counselling Communication Centre, an independent charity set up to provide a service to the people of Lanarkshire, (their family members and carers) who are affected by cancer and a range of other lifelimiting conditions. As such, the post-holder will be accountable and responsible to The Haven Manager and The Haven Board of Directors. The Palliative Care @ Home service is being developed as a tri-partite partnership between The Haven, St Andrew s Hospice, Airdire and Kilbryde Hospice, ast Kilbride. The Project Administrator will therefore be line managed on a day to day basis by the Care @ Home co-ordinator and have additional reporting and accountability responsibilities to the Care @ Home Project Board comprising representatives of each partner organisation. See Appendix 1 4. Dimensions As part of the Care @ Home team, you will develop and deliver comprehensive administrative support to the Care @ Home service and contribute to the overall management of the project through developing and maintaining effective systems and processes (record keeping, monitoring and evaluation data, status reports, client files) and administrative support (database development, word processing, telephone enquiry support, meeting organisation, minute taking). 5. Key Duties/Responsibilities Work within agreed policies and protocols of the Care @ Home service Work with the Project Co-ordinator to ensure effective service development and project management of the Care @ Home service within agreed financial resources. Create and maintain databases Contribute to the development, production and distribution of information leaflets and materials to promote the service Be the key contact for telephone, written and e:mail referrals and inquiries Organise diary appointments for Care @ Home nurses, therapists and volunteers Organise, attend and minute meetings such as multi-disciplinary case conferences, steering group meetings and training sessions for project personnel. Work with the project Co-ordinator to develop policies, procedures and referral pathways to ensure safe, efficient and effective service delivery Word process and print education and training materials for internal use 2
Liaise with and provide information to health and social care professionals, statutory and voluntary sector organisations as required. Participate in the development and implementation of administrative systems which ensure adequate client records are maintained and that all relevant information is documented in the client s notes Participate in the development, dissemination and collation of monitoring forms and other evaluation materials Maintain accurate, statistical records of all interventions and activity, for the purpose of internal and external audit and potential research and assist in the evaluation and interpretation of data nsure that adequate systems and processes are developed and maintained to record and monitor all financial transactions pertaining to the Care @ Home project Contribute to the production of reports on a regular basis to the Care @ Home Coordinator and Project Board to monitor progress and demonstrate the effectiveness of the service Participate in the development of presentations to key stakeholders in order to promote and report on service developments and progression Develop good working relationship with all personnel within all partner organisations of the Care @ Home service Maintain effective communication with Care @ Home Co-ordinator, clients, carers, professionals, volunteers, Haven Manager, partner organisations and Project Board, to ensure seamless service delivery Be accountable for his/her actions Maintain a Personal Development Plan, which ensures updating of skills and knowledge in accordance with organisational requirements 6. Systems and quipment Use PC for e-mail communication, word processing, xcel, PowerPoint and internet access Use of databases for evidence based practice / information Use of own car for travel and home visits 7. Assignment and Review of Work 3
The post holder reports to the Care @ Home Project Co-ordinator, The Haven Manager and the Project Board. The post holder is professionally responsible to The Haven Manager and the Project Board. 8. Communications and Working Relationships Internal Care @ Home Nurses Volunteers Haven Manager Complementary Therapists Project Board Members xternal NHS Lanarkshire Voluntary Organisations Social Work Departments Clients and families General public 9a. Physical Demands of the Job Sitting, walking and use of a PC Driving and use of own car 9b. Mental/motional Demands of the Job The post holder has to deal with emotional and mental demands consistent with the role: motional effects of working in the field of palliative care Unpredictable workload Works within an open plan office amid noise and with frequent interruptions Ability to work within a team 10. Knowledge, Training and xperience Required to do the Job Highly skilled in administrative systems and processes Highly skilled in Microsoft Office applications, particularly Access databases xcellent verbal and written communication skills Ability to exercise judgement and initiative Flexible and highly motivated Commitment to high standards of work and continuous improvement Ability to work in a team and across professional boundaries and agencies Ability to recognise own limitations and know how to seek help 4
Clean driving licence and use of own car 11. Job Description Agreement Job Holder s Signature: Date: Head of Department Signature: Date: Person Specification Palliative Care @ Home Project Administrator Criteria Requirement ssential () Desirable (D) Qualifications, - ducated to Standard Grade or training and equivalent education Knowledge/ Skills - Highly skilled in administrative systems and processes - Highly proficient in Microsoft packages including Access - xcellent organisational skills - Knowledge about audit, monitoring & evaluation systems and processes xperience - xperience of working in a healthcare setting - xperience of working with volunteers or within the voluntary sector - xperience of day to day financial recording and monitoring of a defined budget - xperience in organising and minuting meetings - xperience in report writing Personal Qualities Other requirements - Ability to work autonomously and exercise judgement and initiative - Ability to work collaboratively and flexibly with colleagues within the Care @ Home project teams and The Haven - Ability to cope with a busy, varied and unpredictable workload - Clean driving licence and own car (to liaise with project partner organisations) D D Assessed By: Application Application / Interview Application / Interview Application / Interview 5
Appendix 1: Organisational Chart Re-Shaping Care for Older People (South Lanarkshire) Directorate Palliative Care @ Home Project Board Haven Manager Palliative Care @ Home Co-ordinator Care @ Home Nurse The Haven Care @ Home Nurse St Andrew s Hospice Care @ Home Nurse Kilbryde Hospice Project Administrator Care @ Home Therapists The Haven Care @ Home Therapists St Andrew s Hospice Care @ Home Therapists Kilbryde Hospice Care @ Home Volunteers The Haven Care @ Home Volunteers St Andrew s Hospice Care @ Home Volunteers Kilbryde Hospice